Commission Tracking Coordinator Jobs (NOW HIRING)

Job Responsibilities Job Purpose: This newly created position, based in the Florence, SC office, plays a vital role in the growth of SCAC Arts Hub Regions across South Carolina. The successful candidate will coordinate the SC Arts Commission's Pee Dee/Grand Strand Arts Hub Region and Lowcountry Arts Hub Region offices, events, and scheduling. They will serve as the initial constituent service representative for the Pee Dee/Grand Strand and Lowcountry Arts Hub Regions, implementing initiatives including grants, partnerships, peer networks and external resources.

Under the supervision of the Deputy Director, this position works with staff, grantees, and other constituents to carry out the mission and strategic plan of the SC Arts Commission in the assigned Arts Hub Regions. The Pee Dee / Grand Strand Arts Hub Region includes Lee, Darlington, Marlboro, Dillon, Florence, Marion, Williamsburg, Georgetown, and Horry counties. The Lowcountry Arts Hub Region includes Berkeley, Dorchester, Colleton, Bamberg, Barnwell, Allendale, Hampton, Jasper, Beaufort, and Charleston counties.

Duties and Responsibilities: Arts Hub Region Office and Event Management Collaborates with Deputy Director and other Arts Hub Coordinators to create and manage processes and procedures necessary to ensure the assigned Arts Hub Region offices run smoothly and securely. Ensures the assigned Arts Hub Region offices are staffed during designated office hours. Assists in processing outgoing mail, shipping and distribution of incoming mail for assigned Arts Hub Regions.

Maintains inventory of basic office supplies for assigned Arts Hub Region offices. Works with SCAC staff to assess resource needs and transport or acquire new materials. Serves as the first point of contact for procurement needs for assigned Arts Hub Regions.

Works directly with SCAC Procurement Coordinator to follow agency procurement processes. Coordinates with the SCAC facility coordinator to maintain purchasing information needed for inventory and asset tracking. Coordinates events in the assigned Arts Hub Regions.

Manages reservation processes and procedures for staff and SCAC partners. Coordinates event details, including facility access, event set-up and breakdown, internet access, and audio/visual needs with staff and/or SCAC partners. Secures and maintains space usage agreements and contracts, and ensures agreements are followed.

Communicates clearly and in a timely manner with internal and external event participants. Ensures events calendar is kept up-to-date and communicates updates to all participants. Manages facility and equipment on day of events and adjusts work schedule to arrive prior to external clients.

Remains onsite for duration of event or coordinates pre-approved coverage by other agency staff. Serves as primary point of contact (or assigns point of contact) for events to resolve issues such as building and internet access, security, audio/visual equipment, and room set-up/breakdown. Records visitor and event data in appropriate agency calendars and databases.

Works with the communications staff to ensure accurate information about the assigned Arts Hub Regions is on the website. Regional Constituent Services Administers short and long-term planning goals and annual work-plan for SCAC assigned Arts Hub Regions and projects in accordance with agency mission, values, and strategic plan. Builds and maintains broad knowledge of all SCAC grants, programs, and networks to connect constituents with resources.

Works with the Deputy Director to create and manage a collective network of regional contacts and resources for each assigned Arts Hub Region. Fosters relationships with artists, arts administrators, organizations, community representatives, school districts, Colleges/Universities, and governmental agencies. Connects contacts with Arts Hub Region Network for each assigned Arts Hub Region.

Builds a comprehensive database of Arts Hub Region contacts and constituents for consistent service and outreach. Approves "Arts Daily" and "The Hub" submissions for assigned Arts Hub Regions. Collaborates with the Communications Team to post submissions in a timely manner.

Manages Shared Resource Library for each assigned Arts Hub Region, including inventory management, borrowing procedures, tracking, and transport. Works with SCAC staff and regional partners to maintain holdings, assess resource needs, and acquire new materials. Grant Portfolio Administers short and long-term planning goals and annual work-plan for SCAC assigned grants in accordance with agency mission, values, and strategic plan.

Maintains general knowledge of all SCAC grants, guidelines, and timelines. Manage portfolio of grants, to include: Horizon Arts Hub Extension Conducts research on potential grant recipients for assigned grant categories. Serves as a liaison with and provides general advisement to potential and current constituents.

Connects constituents to program specialists for advisement on specific grants. Works with the grants department to review, reconcile, and approve final reports for all assigned grant categories. Other Duties as Assigned Participates in agency strategic planning.

Collaborates closely with other agency programs and departments. Represents SC Arts Commission at local, statewide, and national cultural activities, meetings, conferences, and advisory committees. Fulfills other duties consistent with supporting agency projects, programs, and events.

Knowledge, Experience, Skills, and Abilities: Knowledge reflecting a broad background in the arts with experience working with arts administration and community engagement. Knowledge of needs, makeup, dynamics of arts administration and regional community engagement. Experience working with people who represent a broad spectrum of socio-cultural and socio-economic backgrounds.

Experience in facilitating group processes (i.e., panels, community meetings, learning experiences), both in person and virtual. Experience working in rural communities. Understanding of grant allocation programs

Strong organizational skills and ability to work on multiple projects. Ability to take initiative, manage time, and consistently meet deadlines. Excellent self-management of time and work.

Proficiency with Microsoft Office and Google Suites, cloud-based database and project management technologies, internet research, and video conferencing platforms. Ability to establish and maintain positive relationships and communicate in a professional manner with agency executives, staff, board, funders, governmental officials, and the public. Ability to exercise excellent judgment and discretion.

Ability to speak Spanish is a bonus. Ability to make data-driven decisions and use data to communicate programmatic success. Ability to navigate the complexities of a government entity.

Demonstrated commitment to providing exceptional customer service and fostering positive relationships with constituents. Minimum and Additional Requirements A bachelor's degree, which must be from an institution of higher learning recognized at the time of degree by the Council for Higher Education Accreditation, and three (3) years of experience in arts administration and/or community engagement. An equivalent combination of training and experience may be substituted for the degree Punctuality, regular attendance, and adherence to a daily work schedule are essential.

Statewide travel, evening, and weekend work is sometimes required, as well as light lifting and long periods of sitting. The employee may be required to operate a state vehicle; must possess and maintain a valid S.C. driver's license

Employment is contingent upon the results of a favorable reference check and a criminal background check, which includes information from the S.C Law Enforcement Department (SLED). Preferred Qualifications A bachelor's degree, which must be from an institution of higher learning recognized at the time of degree by the Council for Higher Education Accreditation, in an arts discipline, arts administration, arts education, public administration, or business administration. Three (3) years of professional experience in arts management, arts administration, regional community engagement and/or development

Grant application (from SCAC or other sources) and/or grant allocation experience. An equivalent combination of training and experience may be substituted for the degree. Additional Comments Mission: The mission of the South Carolina Arts Commission is to expand access to the arts and foster creativity for all South Carolinians.

The South Carolina Arts Commission is an Equal Opportunity Employer.